QA Guidelines for Project Definition Documents
This job aid supports managers who have been asked to review or approve a Project Definition Document (PDD). For each section of the PDD, it suggests quality
considerations and key questions to pose to the authors.
Section
Questions
•
Does the purpose statement match the expected purpose
of a Project Definition Document?
•
Does the Project Definition Document overall meet the
purpose described in this section?
•
Does this section make it clear why this project is
important?
•
What would happen if this project was not undertaken?
•
Is there anyone else in Qatar who is better positioned to
do this project?
Goal
•
Is the goal statement clear?
This section provides a clear, concise statement of the
project’s purpose and intended results. The project goal
statement is typically quite brief (one sentence).
•
Is the goal aligned with the agency’s strategy?
Purpose
This section provides the purpose of the document.
The purpose of a Project Definition Document is to provide a
brief overview of a project to promote a shared understanding
of it before a more detailed Plan, Schedule, and Budget is
prepared.
Problem/Opportunity
This section describes the problem or opportunity the project
seeks to address using factual information. Examples of the
types of factual information relevant to problems or
opportunities are as follows:
•
Change in legislation requires action.
•
Current technology is outdated and not meeting needs.
•
Service levels are low, resulting in frequent customer
complaints.
Your Notes
Examples:
•
The project will reduce the waiting time for heart surgery
by 50%.
•
The project will improve customer satisfaction with
government services.
•
The project will reduce the cost of a program.
QA Guide for Project Definition Documents
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Section
Questions
•
Do the objectives have a clear logical connection to the
goal statement?
•
Are you convinced that the goal will be achieved if the
objectives are achieved, or is something missing?
Project Scope
•
Is it clear to you what work the project team will be doing?
This section provides a high level list of the major activities
the team will undertake and, if known, the major deliverables.
•
If deliverables are named, is it clear what they are?
“Reports” can be 100 page word documents or 10 slide
PowerPoint decks. Do you know what the team will be
producing?
•
If the team is making recommendations, are they also
implementing those recommendations, or will that require
another project? If they are not implementing
recommendations, will they be providing an
Implementation Plan as one of their deliverables?
•
Does the agency have the capability to do the work
described? If not, are qualified vendors readily available?
•
Are any key stakeholder groups missing from the listing
provided?
Objectives
This section provides a list of what must be achieved in the
project to realize the overall goal – they are considered as
“subgoals.” Example: The project goal of reducing traffic
accidents will be achieved if the following three objectives are
achieved:
•
Increase public awareness and knowledge of how to drive
safely.
•
Pass new stricter laws for speeding and seatbelts.
•
Assign more police to enforce new stricter laws.
Stakeholders
This section provides a list of the people with the strongest
interest in or influence over project work and results.
Examples of key stakeholders are as follows:
•
Decision-makers: People with authority and decisionmaking power over the project.
•
Influencers: People with power to influence the project.
•
End users: People who will use the end product of the
project.
QA Guide for Project Definition Documents
Your Notes
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Section
Questions
•
Are the outcomes listed clearly linked to the goal and
objectives?
•
Are the outcomes listed clearly linked to the
organizational strategy?
•
Is there a description of a precise or specific outcome /
behavior linked to rate, number, percentage, or
frequency?
•
Are activities planned to measure the progress toward
achieving the objectives and outcomes (see scope
section, which should include evaluation activities)
•
Can the objectives and outcomes realistically be achieved
within the resources and time limits of the project?
•
When will the outcomes be achieved?
Assumptions and Constraints
•
Assumptions are factors outside the scope of the project that
could affect its success, and which the authors of this
document believe to be true. Examples are as follows:
Can you confirm that the assumptions and constraints are
accurate?
•
Are there other assumptions and constraints you can
identify?
•
Consider if the top causes of project failure are taken into
account:: executive support, organizational support. user
involvement , available resources, experienced project
manager, formal methodologies available to follow,
reliable estimates for time and cost.
Estimated Cost
•
This section is optional and may not appear in the document
you are reviewing.
Does the cost appear in line with what work normally
costs in your organization?
•
Does it include the cost of the time of agency staff?
•
What are the assumptions in the cost amounts given?
•
How precise is this estimate? +-25%. +-50%?
•
Is any contingency built into this budget?
Outcomes / Success Measures
This section provides statements about the impact the project
must have on those outside the project to be considered
successful. These statements should be consistent with the
project goal and provide more information on measurable
project outcomes. Examples are as follows:
•
Reduced number of traffic accidents.
•
Lower program costs.
•
Higher levels of customer satisfaction.
•
Improved literacy rates.
•
Another project will be completed on time.
•
Appropriate resources will be available to work on the
project.
Your Notes
Constraints are factors that restrict the project team’s options.
Examples are as follows:
•
Time or budget restrictions.
•
Required adherence to specific standards.
Risks
This section lists project risks. Risks are something that may
or may not happen in the future that could have an impact on
the project.
QA Guide for Project Definition Documents
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Section
Questions
Estimated Timeline
•
This section is optional and may not appear in the document
you are reviewing.
Does the timeline appear in line with the time work
normally takes in your organization?
•
What are the assumptions in the timeline given?
•
How precise is this estimate? +-25%, +-50%?
•
Is any contingency built into this timeline?
•
Does the timeline take into account breaks for summer
holidays, Ramadan, or other predictable periods that
would slow work?
QA Guide for Project Definition Documents
Your Notes
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